Background

UNDP Ukraine runs a Project through which we procure a number of medicines and medical products for the Ukrainian State Medicines Programme. The Project began in 2015, however the current plan is for it to change hands and the Ministry of Health of Ukraine to start managing the medicines and medicinal products procurement in March of 2019. From then on, there will be a transition period that will last until the end of 2020. For the duration of this period the State Medicines Programme will continue to build the capacity needed to support a sustainable, transparent, and cost-effective procurement system.

UNDP Ukraine is fully committed to seeing this Project to completion, and to support the MoH in its mid- and long-term efforts to reform its medicines and medical devices procurement and supply management system. UNDP brings extensive expertise that corresponds to the highest standards of transparency, accountability, cost-effectiveness, equity, and sustainability. 

To achieve the UNDP goals and commitment, an international consultant on group contracting in the public procurement of health products will be hired. Group Contracting is a process through which purchasing entities (regions, oblasts, and hospitals) jointly tender or negotiate prices and conditions and select suppliers for an agreed period of time (one to three years); subsequently, the purchasing entities purchase, individually, from the selected suppliers.

The consultant will work closely with the UNDP Project staff and the Country Office in Ukraine, local experts, healthcare providers and other stakeholders at regional and national levels to provide advice in regards to the implementation of group contracting in the ongoing public procurement reform in Ukraine’s healthcare sector. Through the identification of challenges and opportunities as determined by a situational analysis, the consultant will develop detailed recommendations, plans and modalities for the implementation of group contracting, with a focus on increasing the capacity of the Central Procurement Agency of the MOH.

Duties and Responsibilities

Main Objectives of the Assignment

The consultant will conduct a “group contracting” situational analysis amidst the ongoing public procurement reform in Ukraine’s healthcare sector. S/he will work with local experts and regional and national healthcare stakeholders to collect data and synthesize them and write a report on: (1) the internal and external factors which would influence the implementation of group contracting in the healthcare sector in Ukraine, and (2) the current and future strengths, weaknesses, opportunities, and threats (SWOT analysis) to the utilization of this mechanism in medicines and medicinal products procurement in the healthcare sector in Ukraine. The report should also make detailed recommendations, plans and describe modalities for the implementation of group contracting in the healthcare sector, along with clear indications of where this would be possible.

Detailed description of responsibilities / scope of work

In order to achieve the overall goal of the assignment, the consultant is expected to:

1. Conduct a group contracting situational analysis in public health procurement

• Prepare the detailed research methodology and a toolkit for analysis;
• Analyze all existing information and data (documents, research, presentations, procedures, reports, etc.) related to the area of group contracting and public health procurement reform in Ukraine;
• Prepare a document outlining the methodology of the study. This should include sample selection, data collection sources, data analysis plan, geographical coverage, ethical approach, and a timetable for the proposed study. A toolkit (a list of documents/normative acts for revision, departments and agencies to be solicited for required documents, informants organized by categories for contacting, and questions for key informant interviews and/or focus groups) for data collection should also be prepared. The research methods and toolkit should be submitted to and approved by the UNDP Project managers in the initial stage of the study.

2. Conduct the situational analysis

• Participate in a study visit to Ukraine (in case the consultant does not reside in Ukraine), where in close cooperation with local experts and regional and national stakeholders s/he will assess the internal and external factors which influence the implementation of group contracting in the healthcare sector in Ukraine, and the strengths, weaknesses, opportunities, and threats (SWOT analysis) to the utilization of this mechanism in public procurement in the healthcare sector in Ukraine;
• Conduct a joint national and regional ABC analysis which expands on the previous national ABC analysis (will be provided by the UNDP) to indicate which top-30 medicines would be the best candidates for a group contracting pilot;
• The study should utilise a combination of qualitative and quantitative data and methodology of their collection, as well as a desk review of existing legislation and normative documents related to State Medicines Programme procurement, other relevant documents and existing reports. Examples include, but are not limited to:
• A statistically significant minimum of coverage of medical establishments through a convenience sample of hospitals with diverse profiles should be incorporated into the analysis to determine what the options are for group procurement;
• Meetings with key stakeholders, including hospital representatives, and the collection of information to determine the feasibility and opportunities for group contracting;
• Focus groups to consider possible options for regions, hospitals, and ambulatory patients for procurement reform outside of the 41 national disease divisions based on an integrated pharmaceutical systems analysis. This will need to include a feasibility study for group contracting at the level of regions and hospitals.

3. Prepare the executive summary:

• Develop an executive summary (three-page maximum) outlining the key findings of the situational analysis in English.

4. Prepare a report highlighting the key findings of the situational analysis:

• Prepare and submit a draft version of the situational analysis in English for review and discussion with the Project team;

5. Prepare and submit the final situational analysis which should include:

• An executive summary (three-page maximum) of the report in English;
• A detailed report including key findings and results from the situational analysis; 
• Recommendations for the implementation of group contracting, including which locations and which medicines should be a part of a pilot project;
• A guideline for implementation of a group contracting pilot project, including necessary resources, procedures, logistics, as well as UNDP’s role in it;
• Short- and long-term forecast for implementation of group contracting in medicines and medical products procurement in Ukraine, including opportunities to seize and challenges to overcome;
• Annexes (e.g. list of documents reviewed, list of respondents, guides, questionnaires, etc.).

6. Prepare the final report in line with the structure and design agreed upon with UNDP Ukraine.

7. Prepare and present the findings at a workshop organized by UNDP and/or partners.

Deliverables

The expected duration of the assignment is up to 25 man/days. The target date for the start of work is October, 2018 and the expected completion date is December, 2018.

• Research methodology and toolkit for the situational analysis;
•  List of meetings/interviews conducted and documents reviewed;
•  Executive Summary of the situational analysis with the key findings and recommendations to be prepared in English (three-page maximum);
•  Full report (English) with attached relevant documents;
•  PowerPoint presentation of the key findings and recommendations of the situational analysis (English).

Deliverables/Outputs (Timeframe):

• Research methodology and toolkit for the situational analysis. (No later than 10 working days after signing the contract);
• Intermediate report with relevant annexes (By November 15, 2018):

1. List of meetings/interviews conducted and documents reviewed;
2. Situational analysis report structure outline;
3. Draft situational analysis report including an executive summary (in English).

• Final report including an executive summary (in English) and attached relevant documents (By December 1, 2018);
• PowerPoint presentation of the key findings and recommendations from the situational analysis (By December 10, 2018).

The timeline for the completion of the objectives indicated may be re-negotiated by the consultant and UNDP Ukraine.

Copyright

All information and products produced by the Consultant under the provisions of this TOR will remain the property of UNDP Ukraine.

Proposed payment schedule

Payments will be made in 2 tranches according to the following payment schedule:

First payment - upon satisfactory submission of deliverables # 1 -2 - 50%;

Second payment- upon satisfactory submission of deliverables #3-4 - 50 %.

Management arrangements

The consultant is responsible for managing the progress of the deliverables, the allocation of resources, logistics, and expenditures related to the tasks in a timely and accurate manner. Any expenses pertaining to the Consultant’s travel to Ukraine will be covered by the UNDP. Those need to be arranged in advance and approved by the responsible UNDP staff.

Monitoring/reporting requirements

The Consultant will work under the day-to-day supervision of the Portfolio Manager and Programme Specialist for the stipulated assignments.

The Consultant will consult with UNDP Ukraine on an ongoing basis for the duration of the contract and will obtain approval of each deliverable prior to beginning work on the succeeding deliverable.

The Consultant should arrange all activities based on the principle of constructive co-operation. S/he must take into account the proposals of the UNDP Portfolio Manager in the completion of all deliverables.

An electronic and paper version of the final report should be prepared and submitted for approval by the Project Coordinator no later than the above-mentioned dates.

UNDP requirements to analytical reports

The structure of the report must include a cover page, a table of contents, a glossary of terms, an introduction, an executive summary, the report text, a conclusion, recommendations, and annexes. Annexes should be duly numbered, all tables and figures should be referenced, numbered, and there should be references to these in the report. The report should contain a bibliography and list of Web-resources, if relevant. The final report should take into account the UNDP analytical and written report standards. The report format (layout and organization of the text, charts and tables, titles, subtitles, main text, etc.) should provide flow and readability, and should align with basic design (aesthetics) requirements for analytical reports. The Report should be logical, understandable, and limit the use of technological terminology. To promote clarity, the use of subsections is encouraged.

The analysis should be carried out objectively, independent of individual vested interests.

The Consultant must provide the report in the electronic form (*.doc or *.xls formats).

Competencies

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism;
• Fulfills all obligations for gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

• At least Master’s degree or equivalent in Medicine, Public Health, Pharmacy, Health economics, and/or another relevant field;
• At least 7 years of work experience and a proven track record of analytical work, monitoring, and evaluation in the area of public procurement in the healthcare sector, group contracting, framework agreements, and health and development;
• Understanding of the international policies and procedures on public health and health governance. An in-depth understanding of the situation of public procurement of medicines in Ukraine and its challenges. A proficient knowledge of procurement principles and methods in the Ukrainian context will be an asset;
• Expertise in group contracting and framework agreements in healthcare;
• Prior experience of working in UN/UNDP or other international organizations would be an asset;
• Fluency in English, knowledge of Ukrainian/Russian will be an asset.

Documents to be included when submitting the proposals

Applicants shall submit the following documents:

• Letter of interest/proposal, explaining why the applicant considers him or herself the most suitable candidate;
• Personal CV / P11, including information about past experience in similar projects/assignments and contact details for references;
• Financial proposal.

Financial proposal

• Lump sum contract

The financial proposal shall specify the total lump sum amount and payment terms (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and the number of anticipated working days).  

Travel

All travel arrangements will be handled separately if such travel is deemed necessary. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. In the case of unforeseeable travel, payment of travel costs including tickets, lodging, and terminal expenses should be agreed upon between the respective business unit and the consultant prior to travel and will be reimbursed. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the international consultant wish to travel in a higher class, he/she should do so at their own expense.

Evaluation criteria

• University degree in Medicine, Public Health, Pharmacy, Health economics, and/or another relevant field – 10 points max: {10 pts – Ph.D.; 7 pts - Master’s/Specialist degree};

• Professional work experience and proven track record of analytical work, monitoring, and evaluation in the area of public procurement in the healthcare sector, group contracting, framework agreements, and health and development –  30 points max: {30 pts - more than 15 years, including managerial positions; 20 pts – 10-15 years, including managerial positions; 15 pts - 7-9 years of experience, including managerial experience};

• Proved experience in working with government agencies, international agencies and/or NGOs in the area of group contracting and framework agreements in healthcare – 20 points max: {20 pts – extensive practical experience; 15 pts – limited practical experience};

• Language skills – 10 points max: {10 pts – Ukrainian or Russian and fluent English; 7 pts – fluent in English};”

Maximum available technical score – 70 points.

 Evaluation method:

• Cumulative analysis

The contract will be awarded to the incumbent whose offer has been evaluated and determined as:

1. responsive/compliant/acceptable, and
2. having received the cumulative highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

• Technical Criteria weight: 70%
• Financial Criteria weight: 30%

Only candidates obtaining a minimum of 70% from the maximum available technical score (49 pts) will be considered for the Financial Evaluation.

The maximum number of points assigned to the financial proposal is allocated to the proposal with the lowest price and will be equal to 30 pts. All other price proposals will be evaluated and assigned points, as per the formula below:

30 points [max points available for the financial proposal] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price]

The proposal obtaining the highest cumulative score, after adding the technical and financial scores, will be considered as the most compliant offer and will be awarded the contract.